Clinic Coordinator

Job overview

To work as part of a clerical team to support Children Outpatient.

Manage an efficient and effective appointment booking with regards to new patient referrals, ensuring that all clinical activity is recorded accurately. Excellent organizational and interpersonal skills will be required for this post as you will be expected to communicate well with all levels of staff and public.

There will also be a requirement for you to cover the reception area and assist with the preparation of clinic notes.

To provide effective input into the work of the trust, to support the achievement of our vision and value.

Main duties of the job

• All appointments to be confirmed by a letter to patient/parent or guarding with regards to children.
• Liaise with consultants and secretaries regarding clinic availability.
• Assist the effective management of the patient pathway that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards such as 18 weeks RTT pathway and validation.
• Receive and prepare relevant correspondence and material as required for clinic teams.
• Ensure that all correspondence and documentation is filed promptly and cross referenced.
• Ensure patient notes are correctly complete with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines.
• Assist with the coordination of clinics to ensure effective time management and utilisation.
• Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.
• Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care. ·

Detailed job description and main responsibilities

Please see attached job description and person specification.

Process outpatient referrals within 24 hours of receipt of the referral, accurately  recording details as required on Trust computerised systems.  • Responsible for printing/uploading Choose and Book referrals and monitoring and  actioning the ASI list.  • Check and action ERS daily.  • Ensure all information entered on CAMIS is accurate and up to date confirming  patient details at every point of contact.  • Amalgamate duplicate hospital numbers in accordance with the duplication  guidelines.  • Use the National tracing service to check/find NHS number and check other  patient information in order to ensure data collection.  • Coordinate referrals to consultants for grading.  • Responsible for new and rescheduled new and follow up outpatient appointment  processes ensuring that the requirements of the patient as well as the clinician  are met, receiving and coordinating referrals to clinics and ensuring the rapid  access to those clinics as appropriate.  • Arrange appointments for investigation and/or make appointments for additional  patient tests as required by the clinician and where appropriate.  • Receive and deal with phone calls from patients, relatives and carers concerning  making, amending or cancelling appointments.  • Ensure patients are contacted verbally to make and agree appointments. A  minimum of three attempts should be made to contact patient to agree  appointment. If no response after third attempt appointment to be sent by letter.  Record all attempts to contact patient by telephone.